How to Use Notes in GTM One

Learn how to create, rename, link, organize, and trash notes in GTM One.

Overview

Notes are documents you write yourself in GTM One. They live in Documents alongside your other files, and each note opens on its own page with a breadcrumb and save status along the top, a formatting toolbar, and a writing area below.

There is no Save button. Your typing is saved automatically a moment after you stop, and the save status at the top right of the note shows where that stands:

• Unsaved changes: your latest typing has not been saved yet.
• Saving...: your changes are being saved.
• All changes saved: everything you typed is safe.

You can link a note to CRM accounts, contacts, and deals, keep notes in folders, and move notes you no longer need to the trash.

Create a Note

New notes are created from the My Drive tab in Documents.

1. In the left navigation panel, click Documents.
2. Click the My Drive tab.
3. If you want the note inside a folder, click the folder to open it.
4. Click New.
5. Select New document.

The new note opens on its own page. Until you give it a name, the title at the end of the breadcrumb reads New note. Your cursor is placed in the writing area, so you can start typing right away, and the note saves itself as you go.

Write and Format a Note

1. Click in the writing area below the toolbar and type.
2. Format your text with the toolbar above the writing area (e.g., Bold, Italic, Underline, Strikethrough, the alignment buttons, Bulleted list, Numbered list, Checklist, Increase indent, and Decrease indent).
3. To change the type of the current block, click the block type dropdown at the left of the toolbar (it shows the current type, e.g., Paragraph) and select Paragraph, Heading 1, Heading 2, Quote, Bulleted list, Numbered list, or Checklist.
4. To add content that has no button of its own (e.g., tables, images, video, audio, files, or code blocks), click Insert at the right of the toolbar and select an item.

You can also type / in the writing area to open the same menu inline. Keep typing to filter it. Alongside Basic blocks, the menu offers:

• New note: creates a new page and adds it inside the current note.
• Link to note: links to another note. It reads No other notes yet when you have no other notes.
• Link to AI doc: links to an AI document. It reads No AI docs yet when you have none.

Some toolbar buttons (e.g., alignment, indent, and checklist) are unavailable when the block your cursor is in cannot use them. Undo and Redo are at the left of the toolbar.

To leave a note, press Escape. The note closes to the folder it is stored in, or to the top level of Documents when it is not in a folder.

Rename a Note

Rename a Note From the Note Page

1. Open the note from Documents.
2. Click the note title at the end of the breadcrumb in the top-left corner of the note.
3. Type the new name.
4. Press Enter or click outside the field to save the name.

To cancel without saving, press Escape while you are editing the title. If the new name cannot be saved, an Error updating note message appears and the previous title stays in place.

Rename a Note From Documents

1. In the left navigation panel, click Documents.
2. Click the My Drive tab.
3. On the note card, click the More options icon (three dots).
4. Select Rename.
5. Type the new name in the Name field.
6. Click Save.

Link a Note to a Record

Link a note to the CRM accounts, contacts, and deals it relates to.

1. Open the note from Documents.
2. Click Link Notes in the top-right corner of the note.
3. Type in the Search accounts, contacts, deals box.
4. To narrow the results, click All, Accounts, Contacts, or Deals.
5. Click the record you want to link.

Once a record is linked, the button shows the linked records' icons and the word Linked with a count.

Link Another Record or Remove a Link

1. Click the Linked button in the top-right corner of the note.
2. Review the records listed under LINKED RECORDS.
3. Search for and click a record under LINK ANOTHER RECORD to add it, or click the Remove linked record icon next to a linked record to remove it.

Organize Notes in Folders

Create a Folder

1. In the left navigation panel, click Documents.
2. Click the My Drive tab.
3. Click New.
4. Select New folder.
5. Type a name in the Folder name field.
6. Click Create.

Folder names can be up to 50 characters, and two folders in the same location cannot share a name.

Move a Note Into a Folder

1. On the My Drive tab in Documents, click the More options icon (three dots) on the note card.
2. Select Move to folder.
3. Click the folder you want, or click New folder… to create one and move the note into it.

You can also drag a note card onto a folder on the My Drive tab.

Take a Note Out of a Folder

1. In Documents, click the folder that holds the note.
2. On the note card, click the More options icon (three dots).
3. Select Remove from folder.

Find Where a Note Is Stored

When a note is open, the breadcrumb in the top-left corner shows where it is stored: Documents, then each folder that holds it, then the note title.

1. Click Documents in the breadcrumb to go to the top level of Documents, or click a folder name to open that folder.

When a note sits in deeply nested folders, some folders fold into Show hidden folders. Click it to see and open them. If the folder trail cannot be loaded, the breadcrumb shows only Documents and the note title.

Share a Note with Teammates

You can share a note you own with other ZoomInfo platform users. Teammates you share with can open the note but cannot change it. External sharing is not available for notes.

1. Open the note from Documents.
2. Click Share in the top-right corner of the note.
3. On the Internal tab, type a teammate's name in the search box.
4. Select the teammate from the list.
5. Click Add.
6. Click Share.

To let everyone in your organization open the note, select Everyone in org under General access before you click Share. To stop sharing with your whole organization, select Private.

Share appears only on a top-level note that you own. It is not offered on a page nested inside another note, on a note someone shared with you, or while the note's status is still being checked. The External tab is turned off for notes and shows "External sharing isn't available for notes and folders."

Move a Note to the Trash

1. In the left navigation panel, click Documents.
2. Click the My Drive tab.
3. On the note card, click the More options icon (three dots).
4. Select Delete.
5. In the Delete note dialog, click Delete.

The note moves to the Trash tab. A note in the trash is permanently deleted 30 days after it was moved there.

Restore or Permanently Delete a Trashed Note

From the Trash Tab

1. In the left navigation panel, click Documents.
2. Click the Trash tab.
3. On the note card, click the More options icon (three dots).
4. Select Restore file to bring the note back, or select Delete forever to remove it permanently.
5. If you chose Delete forever, click Delete forever in the Delete note forever dialog to confirm.

From the Note Page

1. Open the trashed note from the Trash tab in Documents.
2. Click Restore at the top of the note to bring it back, or click Delete forever to remove it permanently.
3. If you chose Delete forever, click Delete forever in the Delete this note forever? dialog to confirm.

A permanently deleted note cannot be recovered. After it is deleted, you return to Documents.

Restore and Delete forever appear only on a top-level note. A page nested inside another note (e.g., one added with New note from the / menu) is trashed and restored together with the note that holds it, so open the top-level note to restore or delete it.

Understand Read-Only Notes

Some notes open as read-only. You can still read and scroll them, but you cannot change them. A banner at the top of the note explains why:

• In Trash: the note, or the top-level note that holds it, is in the trash. Restore it to make changes.
• Editing paused: GTM One could not confirm the note's status, so editing is paused for now.

A note that a teammate shared with you also opens as read-only. In that case the breadcrumb shows Shared with me after Documents, with no banner. Click it to return to that tab in Documents.

While a note's status is still being checked, it can also be read-only for a moment without a banner.

When a note is read-only:

• The formatting toolbar and the / menu are hidden.
• The save status is replaced by a Read-only label.
• The title cannot be edited.
• Linked records can still be viewed, but not added or removed. If no records are linked, the Link Notes button is hidden.

To resume editing a note that shows Editing paused:

1. Click Try again in the banner.

If the banner stays, try refreshing the page. If the note still cannot be edited, contact your ZoomInfo admin or account team.

Troubleshoot Opening a Note

• Note not found: the note does not exist or may have been deleted.
• Something went wrong loading this note: the note could not be loaded. Click Retry to load it again.

Notes open only from Documents. If you go to the notes page without choosing a specific note, you are sent back to Documents.

Resources

• Overview of Documents in GTM One

A new note open in the editor, with the formatting toolbar, Insert, Link Notes and the saved status.